In March 2017, after a competitive bid process, the Village Board awarded a three-year contract to HBK Water Meter Services for our water meter service contract and to Taylor Plumbing for our backflow device service contract. These two services are typically bid together as numerous contractors can perform both services. The original contracts were awarded to these two firms based upon lowest responsible bids.

Public Works is requesting Village Board approval to extend the existing contracts for water meter and backflow device service contracts for one year each, which will be the first of three possible one-year extensions.This extension would begin on April 30, 2020 and conclude April 29, 2021.

HBK and Taylor Plumbing have requested to extend the contract for one year with an increase of 1.1 percent. The proposed increase is in accordance with the extension terms of the contract.

The water meter service contract is for the calibration and repair of Village owned water meters. This service ensures the accuracy of the water meters. It is the goal of Public Works to have all large commercial meters tested and calibrated every three years, with master meters tested every year.

The backflow device service contract covers the testing and repair of over 1,450 Village maintained backflow devices. This service ensures the protection of the water distribution system from potential cross connections and contamination.

While the total costs are dependent on the actual quantities used, Public Works expenditures will not exceed the total budgeted amount of $365,000. The bidders have been determined to be responsible and the contract extension meets specifications.

Funds for these services are available in Account Numbers 505-7201-561-21.35 (Water and Sewer) and 505-7201-561-31.02 (Water and Sewer).

RECOMMENDATION

It is recommended that the Village Board award one-year contract extensions to both HBK Water Meter Services and Taylor Plumbing for the Water Meter and Backflow Device (Taylor) services. Both contract extensions would be with an increase of 1.1% to the unit prices from 2017, up to the budgeted amount, and authorize the execution of the necessary documents.